Payment process

To request funds from our team for your Scotland’s Public Sector Heat Decarbonisation Fund project, you must submit a forecast of this claim as part of the ‘My Monthly Updates’ section of your fund management portal at the start of the payment period. This will usually fall on the 15th of the month before the payment request.

Example: To submit a payment claim to us on 20 November, you must forecast this in the ‘My Monthly Update’ section no later than 15 October.  

This will ensure we have the funds in our account available to pay out to you (see monthly update and payment forecasting section for further details).  

Your Phase 3 Scotland’s Public Sector Heat Decarbonisation Fund grant can only be drawn down on an evidence-of-need basis. This means that works should have been completed on-site and have been invoiced for before making a payment claim. You cannot draw down the grant award in advance of incurring costs or works taking place on-site. Therefore, when submitting your forecast for the current period, please only forecast claims where you are confident you will have invoices by the claim submission deadline (please see timetable below for more details).

To submit a payment claim you must provide all the following in the Fund’s management portal:

1.    Invoices 

When providing invoices please change the file names to the following format ‘Value in pounds and pence - invoice number/title of document’

Invoices will only be accepted if supporting documentation clearly shows what works have taken place. 

For example, ‘£3,000.00 - EVJ955 Sports Hall Design fees’

Invoices should contain: 

• Reference to the project i.e. scheme and submission ID of the project
• The site where the works have taken place
• A description of the exact works which have been carried out   

The portal includes a built-in feature that allows you to record each invoice directly within the system. This means all invoice information can be captured in one place, and can be uploaded as attachments on the portal.

2.    Proof of payment 

When providing proof of payment evidence, please change the file names to follow the following naming convention ‘Proof of Payment - Value in pounds and pence – invoice number/title of document.’
For example, ‘Proof of payment – £3,000.00 - EVJ955 Sports Hall Design fees.’
 

3.    Breakdown of works

Please provide breakdown of works or valuation documents to accompany invoices and/ or proof of payment where the description on the evidence does not explicitly state the works being claimed for.
 

4.    Schedule 5 payment request form 

Signed by your authorising official, this must match the exact amount being claimed for with evidence in the payment request.    

The Schedule 5 Payment Request form template can be found in your welcome pack or below..  
 

Please note your authorising official (who signed the Grant Offer Letter) can delegate responsibility for signing payment requests to someone else at your public sector body by emailing your relationship manager a filled in ‘Schedule 6 - Specimen signature addition’ and confirming the contact details of the person they wish to fulfil this responsibility. The specimen signature addition form can be found in your welcome pack or below.
 

Please see the ‘frequently asked questions’ webpage or ask your relationship manager for support. We are here to support you.